1. Data Pipeline Town Hall October 26th, 2017
The goal of the webinar is to provide updates on the Data Pipeline and current and upcoming collections. These webinars also provide a forum for districts, BOCES, and Administrative Units to have questions answered about Data Pipeline.
We will begin the webinar shortly
Dial in number is
Data Pipeline support is

2. Webinar Etiquette
Mute Your Phone (*# Mutes and Un-mutes Individual Phones); many phones have a mute button on them.
If you receive a call and need to pick up, please disconnect from the webinar. Otherwise, all town hall participants hear your hold music!
We will hold the Q&A session at the end of the presentation:
Type it in the Chat Box for a response OR
Raise Your Hand:
A presenter will call your name
After your name is called, un-mute your phone and speak your question/comment
Please be respectful of others time; we may need to have a separate conversation later to best help you 2

3. Important Reminder Lists are generated from IdM groups
LEAs are responsible for maintaining the groups
Please be sure to update accounts for changes including no longer at your LEA, change of , names, adding phone numbers.
Thank you 3

4. What is PII?
Student Personally Identifiable Information (PII) is defined by state and federal laws as information that, alone or in combination, personally identifies an individual
This includes direct identifiers (i.e. name, SASID, etc.)
Includes information that when combined is identifiable
Colorado’s new Student Data Transparency and Security Act introduces a number of new requirements for how Student PII is collected, used and shared
CDE has prepared guidance on how to comply with this and other privacy laws which can be found here:

5. How to Share Data
Check local policies for restrictions, requirements, etc.
Ensure that you are following local policies when transmitting PII to any third party
Use secure methods to transfer any PII to CDE
Call CDE ( ) with questions about how to transmit PII securely
Use Syncplicity to encrypt s to CDE
Avoid sending PII via unencrypted or to unsecured faxes when sharing data between or within districts
Do not use PII in trainings, presentations, etc.
Do not share PII with unauthorized individuals
Do not share passwords

6. Introductions

7. Today’s Agenda Open Collections in Data Pipeline Directory
Student End of Year
Student October
Data Field Questions
Kindergarten Readiness
HR Snapshot
Pre-Id Pull for Assessment

8. Open Collections in Data Pipeline

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
December Finance
Kindergarten School Readiness
Designated Agency (Due 8/31/2018)
Interchanges
Student ( & )
Special Education IEP ( )
Staff ( ) 9

10. Open Data Pipeline Collections
9/21/2018
Open Data Pipeline Collections
Snapshots
Student End of Year for (Next Deadline 11/30/2017)
Student October (Soft Deadline 11/7/2017)
Coming Soon
ACCESS for ELLs (Nov 9th)
Human Resources (Nov 1st)
Special Education December Count (Nov 1st)
TSDL (Nov 14th) 10

11. Directory

12. Non-public Directory
Letters from non-public schools should start arriving at the district offices.
Non-public schools will fill out pupil counts and answer if the school is a non-profit.
Non-public schools will complete and send to district Student October Respondent.
District will record information and forward to CDE.
Districts may forward the pupil Counts to:
Dennis St. Hilaire by
by fax:
or by mail: Data Services Unit
201 E. Colfax Ave
Denver, CO 80203 12

13. Directory Reporting Elections
Reminder to Update School Board Membership in Data Pipeline Directory after Election Day 11/7/2017
2 items need completed post election:
1.) Information in Data Pipeline Directory needed to comply with CRS (1)(d)
Name
Home Address
Office
Length of term
2.)Send in certificates of appointment /election or board minutes noting election.
Fax:
Questions Call

14. Student End of Year

15. What’s next. Student EOY – Duncan Anderson – Anderson_d@cde. state. co
What’s next? Student EOY – Duncan Anderson –
The Post-Cross LEA phase is almost here! You can start researching SE722 warnings right away

16. Training this Afternoon Student EOY – Duncan Anderson – Anderson_d@cde
Training this Afternoon Student EOY – Duncan Anderson –
Full Post Cross LEA Phase Training is today!
Link:
Phone:
10/26 from 2-3 pm
This will cover the final phase of the collection, as well as validating reports for the final signoff

17. Important Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
Only snapshot records that have errors can be updated during this phase. Other changes will require an exception be approved by Duncan
Please confirm that you have adequate documentation of transfer before changing a student’s exit type
Full list of documentation requirements: nsfer
If you have documentation of enrollment and attendance at a Colorado School, please confirm that it is for the school year and that there isn’t a duplicate SASID in RITS
If that is the case, please send an exception request through Syncplicity.

18. Questions? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
Please contact Duncan Anderson if you have any questions

19. Student October

20. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Friday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST
September
Monday 2nd: Count Day
Thursday 5th: Target for first student interchange upload
Thursday 12th: Target for error free interchange files
Thursday 19th: Target for creating first snapshot
Thursday 26th: Target for error free snapshot
October
Tuesday 7th 5pm: Soft deadline for snapshot submission
Friday 10th 5pm: Snapshot submission deadline
Tuesday 28th: Last day to resubmit snapshot
November
Morgan Holmgren – –

21. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Updates:
Facility Student Lists are being distributed this week.
If a student was in a facility on October 2nd and they were identified as a student in your LEA you will be receiving a file via syncplicity with the student’s information.
An will go out once the lists have been distributed in syncplicity
The Students Reported in Another District report does not currently include these facility students
We are hoping that will be available soon
Foster Care Students
Foster care students should be available in data pipeline soon.
Once the list is in data pipeline errors related to foster care students will trigger
They must be reported as Free Lunch eligible
We will run checks on this during the duplicate process for those LEAs that have already submitted their data.
Morgan Holmgren – –

22. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Do not forget your Home School Data:
Must be entered prior to submitting data
Only include students who:
Was reported to your district as being home schooled
Is not included in your Snapshot as a home based education student
Morgan Holmgren – –

23. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Office Hours
Thursday October 26, 2017 – 11am-12pm: Data Validation / Cognos Reports
Thursday November 2, 2017 – 1pm-2pm: Duplicate Count and Data Submission
Link:
Phone:
Past Office Hours Posted on Student October Website
Morgan Holmgren – –

24. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
FAST Duplicate Count Webinar
Wednesday, November 1, 2017 – 1:30-2:30pm
Link
Audit Team website:
Morgan Holmgren – –

25. Student October
More Information on Student Interchange and October
Student October Resource Guide
Student Interchange Website:
Student October Website:
Questions
Contact Information:
Morgan Holmgren

26. Data Field Questions

27. Data Field Questions
There has been a request for explanations of some data fields CDE collects
The field that got this started is the new Military Connected field, but we would like to hear about more.
We would like to know:
Which data fields would you like to know more about why we collect them?
Which data fields do you receive lots of questions about why they are collected?
Please type the fields you would like more background information on in the chat box.
Or send an to with this information

28. Kindergarten School Readiness Data Reporting
9/21/2018
Kindergarten School Readiness Data Reporting
Upload Slide deck, data reporting fact sheet

29. Collection Status Current Status of Collection:
Percentage of Districts with Data Uploaded: 13.30%
Percentage of Districts with Submitted Data: 5.42%
Thank you!!
Quick Reminders:
Please make sure you click “Submit to CDE”
Please don’t forget to send in your sign-off form
Errors and Warnings Document
Teaching Strategies Report
Collection Close Date:
Anticipated Close Date: 12/7/17

30. Step 1: Completing the Collection
Step 1: Please select your assessment tool
This is done in Pipeline under “School Readiness”
Video tutorial (approx. 2 min long) is linked here
Guide document with screenshots under “File Layout” on the website

31. Step 2: Completing the Collection
Step 2: Obtain file.
If using GOLD®, please ensure the following prior to downloading the Colorado Kindergarten Readiness report:
Teachers have finalized all six domains (indicated by a green circle with a checkmark)
The rating of “Not Observed” is not chosen
Schools are set up as individual sites within GOLD®
The status of finalized data in GOLD® can be checked using the Assessment Status Report in GOLD®- however, there is some lag between finalizing data and seeing it as finalized.
The Assessment Status Report in GOLD® can also be found under the “Reports” section.

32. Step 3: Completing the Collection
Step 3: Pull the Colorado Kindergarten Readiness Report in GOLD®.
Navigate to the “Reports” area.
Select the Colorado Kindergarten Readiness Report (it’s at the bottom of the “Reports” area).
Please make sure you select “School” under “Output”.
Please make sure it is saved as an .xlsx document.

33. Step 4: Completing the Collection
Step 4: Upload file into Data Pipeline.
If Pipeline will not accept your file, please check:
Make sure your file is an .xlsx file. Teaching Strategies downloads into an .txt file- you will need to save as an .xlsx for upload into Pipeline.
Please also check that you have downloaded the correct output from GOLD®. If you only have 4 columns in your Excel file, you have downloaded the “District” report. You will need to download the “School” report from GOLD®.
I know these naming conventions are confusing- just please remember to select “School” under “Output” in GOLD®.

34. Steps 5 and 6: Completing the Collection
Step 5: Submit data and sign-off form to CDE.
After you have uploaded the report and have no errors in your submission, please don’t forget to:
Click on the “Submit to CDE” button
Send in your sign-off form
Step 6: Please or call me if you have any concerns along the way!
Phone:

35. Timeline Goals for October Goals for November
Recorded 10/4 webinar of a full walkthrough of the process
Pre-recorded steps can be accessed here (about 15min)
Full webinar can be accessed here (about 45min)
Goals for November
Trainings/Office Hours mid-November
Wednesday, 11/8 from 10-11am (repeat on full walk-through)
Thursday, 11/16 from 2-3pm (office hours)
Tuesday, 11/28 from 1-2pm (office hours)
Join us here:
Call in: ; Room

36. Further Information Additional information can be found at:
The Data Pipeline website
The School Readiness website
Please check out the FAQs for more information on:
FRL Status
Steps to complete the collection
Waivers
Other topics, etc.
If you have any other questions or concerns, please me. I would love to know what questions are on your mind.

37. Contact Emily Kielmeyer School Readiness & P-3 Program Manager
9/21/2018
Contact
Emily Kielmeyer
School Readiness & P-3 Program Manager
Tara Rhodes
Early Learning Business Analyst 37

38. Human Resources

39. Human Resources Timeline
November 1st
Snapshot Opens
November 16th
Target: have both interchange files uploaded at least once
December 1st
Official Count Date
December 14th
Target: create snapshot at least once
December 21st
Target: Interchange files error free
January 18th
Snapshot newly recreated (to update Special Ed Report)
Jan 18th- 25th
Review Special Education Report
February 8th
Target: all errors resolved (interchange and snapshot)
Feb 8th – 15th
Review reports for accuracy
February 15th
Deadline: Snapshot must be finalized

40. ESSA In-Field Crosswalk
Provides allowed endorsements for each teaching subject area code
Provides Subject Area of Degree code for each teaching subject area code
Reference list for Human Resources at: infield-crosswalk

41. Webinar Trainings Two webinar trainings for the HR snapshot process:
November 1st from 1 to 2 pm
November 7th from 10 to 11 am
Please join:
cdeinfotech.adobeconnect.com/data services
phone:

42. Human Resources Contact Information
Additional information:
Contact Annette Severson for additional help:

43. Assessment

44. Pre-ID Extracts
Pre-ID extract data will be pulled from the October count snapshot files on Thursday, November 9th, for the ACCESS for ELLs assessments. Pre-ID extract data for the CMAS, SAT/PSAT, and DLM assessments will be pulled from final approved October count files.

45. Pre-ID Extracts Assessment(s) Data Source Date ACCESS for ELLs
October count snapshot file
11/09/17
CMAS*
SAT/PSAT
DLM
October count final file
12/17
*A new feature in PAnext will allow districts to upload data for multiple schools in a single file versus individually. 45

46. Student Assessment Data Cycle
PRE-ID EXTRACT
Districts upload data to Data Pipeline
CDE downloads data from Data Pipeline to submit to vendor system
CDE submits data to vendor system
STUDENT TESTING
Districts can update data in vendor system*
SBD REVIEW
Vendor provides data to CDE
CDE loads data into Data Pipeline
Districts download and update data
Districts submit and approve data
CDE returns data to vendor
Vendor merges student demographic data with score data and provides files and reports to districts and schools through vendor system
Districts can update data in vendor system*
*Not applicable for all assessments 46
Assessment ∙ Melissa Mincic ∙ or

47. Student Assessment Data Cycle: Before Testing
Pre-ID Extract & Student Testing (CMAS Example)
Cycle Activity
Task
Expected Date(s)
Pre-ID extract
Districts update data in Data Pipeline
December 16th
CDE downloads data from Data Pipeline, validates file for accuracy and completeness, and submits to vendor system
December 16th - January 6th
Preparing for Student Testing in Vendor System
Districts work in vendor system to:
Assign student test accommodations
Complete student transfer requests
Confirm testing format (i.e., online or paper)
January 9th - January 27th
Vendor creates labels for testing booklets
January 27th
Districts update student demographic data in vendor system (can be done in vendor system and/or during SBD)
January 9th - May 17th 47
Assessment ∙ Melissa Mincic ∙ or

48. Student Assessment Data Cycle: After Testing
SBD Review & Release of Results (CMAS Example)
*If scorable materials are not picked up by May 3rd there is no guarantee that records for these PBT students will be included in SBD or scored.
Cycle Activity
Task
Expected Timeline
Data Clean-Up in Vendor System
Districts update not tested/void codes in vendor system
Prior to May 17, 2017
Vendor receives all scorable paper tests*
May 5, 2017 (Friday)
SBD review
Vendor provides data to CDE
May 19, 2017 (Friday)
CDE loads data into Data Pipeline
May 22, 2017 (Monday)
Districts download and update data
(demographic data and void/invalidation codes can be updated in vendor system and/or during SBD)
Districts submit and approve data
June 1, 2017 (Thursday)
CDE validates data and returns data to vendor
Immediately after SBD closes 48
Assessment ∙ Melissa Mincic ∙ or

49. Student Assessment Data Cycle: After Testing
Release of Results (CMAS Example)
Cycle Activity
Task
Expected Timeline
Creation of Score File, Data Validation and Quality Control Processes
Vendor merges student demographic data with score data, validates data, and provides student level data files to CDE
Immediately upon receipt of SBD data from CDE
CDE validates data student level score files
Immediately upon receipt of score files from vendor
Embargoed Release of Student Level Data Files
CDE releases embargoed student level data files to districts and schools through vendor system
ELA/math – paper scores may be available after online results
-Preliminary rolling
file – early June
-Final student data
file expected early July
S/SS student data file expected mid-June 49
Assessment ∙ Melissa Mincic ∙ or

50. Thursday, November 2, 2017 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, November 2, a.m.-10 a.m.